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(1) This Policy is effective from 5 October 2023. (2) This Policy is made under the following legislation: (3) This Policy sets out principles for: (4) This Policy applies to all campuses, land, buildings, other property and facilities owned by or under the control of or occupied by the University. (5) It is the policy of the University that all: (6) The Chief Operating Officer must report at least annually to Council through its Finance and Business Affairs Committee on campus infrastructure and utilisation planning. (7) The University Executive is the approval authority for the Capital Infrastructure Plan which sets out a strategic approach towards management of University property across all of the physical campuses. (8) The University is committed to the effective planning, use and maintenance of campus infrastructure and will manage space to: (9) In planning and providing space the University will balance the maintenance, renewal and repurposing of existing spaces against the creation of new capacity. (10) In planning and providing spaces where hazardous activities are carried out or where hazardous materials are stored or hazardous plant is operated, the University will apply risk management principles to their design and operation. (11) The University is working towards improved staff work spaces that provide a more effective working environment and improving the overall level of space use. (12) A high priority for the University is the cooperative use of space to foster collaboration, teamwork and knowledge exchange. (13) The following principles apply to the management and allocation of University space for efficient and effective use: (14) The University will provide space for staff and students of an appropriate documented quality that meets regulatory compliance requirements, workplace health and safety standards, appropriate environmental standards and applicable professional obligations. (15) The University will increase utilisation of existing workspaces to create greater efficiency and flexibility by providing repurposed spaces that are co-designed with University staff. University staff will be accommodated within a variety of focus, collaboration and connected zones, reinforcing the shift away from a 1:1 workpoint-to-staff allocation. (16) Further detail on the processes the University uses to allocate and manage space is set out in the: (17) The Executive Director, Infrastructure, Property and Precincts is responsible for the allocation and reallocation of space with advice and consultation as appropriate. Decisions on space allocation may be reviewed by the Chief Operating Officer, who will make a final determination. (18) The Executive Director, Infrastructure, Property and Precincts will ensure that space is well utilised and will measure usage against relevant performance indicators, including benchmarks published by the Tertiary Education Facilities Management Association (TEFMA) where appropriate. (19) The Infrastructure, Property and Precincts will administer the allocation and occupancy of all space across the University. (20) The Infrastructure, Property and Precincts will ensure that all spaces are risk assessed in consultation with space users as needed and appropriately classified in accordance with Australian Standards and the relevant Building Code. (21) The relevant member of the University Executive is responsible for: (22) Where an organisational unit planning an activity or staff recruitment, or new course or change in delivery of an existing unit which will require new or additional space, the relevant Head of Organisational Unit must liaise with the Infrastructure, Property and Precincts regarding the impact on space resources (see the Space Management and Allocation procedure for more detail). (23) Proposals to purchase or dispose of property or to lease property for a period exceeding 21 years require the approval of University Council (Council). (24) Prior approval of the Minister is required before Council can approve the disposal of land or grant a lease exceeding 21 years concerning land identified in the Deakin University Act 2009 (Vic). (25) All land acquisition or disposal transactions require approval from the Victorian Government Land Monitor. (26) The Infrastructure, Property and Precincts is responsible for identifying, negotiating the terms of the land transaction, facilitating the contract in consultation with the Office of the General Counsel and ensuring all relevant internal and external approvals are received. (27) Under authority delegated from the Chief Operating Officer, the Executive Director, Infrastructure, Property and Precincts will negotiate the terms of all licenses and leases of University space and land; or the terms under which the University intends to lease or licence space owned by an external organisation. (28) The Executive Director, Infrastructure, Property and Precincts will ensure that the rent for each external tenancy is set at a competitive commercial rate, and that costs to the University associated with property management are reimbursed by the tenant. (29) The Chief Operating Officer may approve the rent or licence fees for non-commercial tenants to be set a less than commercial rates if it is considered to be in the University’s strategic interests to do so. (30) Ad-hoc events will be scheduled into teaching spaces after the scheduling of the relevant trimester timetable. Any exception will require the approval of the Executive Director, Infrastructure, Property and Precincts. (31) Staff members may book rooms or grounds for University activities outside the teaching timetable via the Infrastructure and Property Group website. (32) The Space Management and Allocation procedure sets out procedural steps relevant to the implementation of this Policy. (33) There are no definitions arising under this Policy.Space Management and Infrastructure policy
Section 1 - Preamble
Top of PageSection 2 - Purpose
Top of PageSection 3 - Scope
Section 4 - Policy
Campus infrastructure and usage
Efficient and effective use of space
Roles and responsibilities
Acquisition, disposal and leasing of land and property
Room and grounds bookings
Section 5 - Procedure
Section 6 - Definitions